Administrative Assistant

Aston Carter • Barberton, OH • 3d ago

Job Description

We are seeking a dedicated Administrative Assistant to join our team. This role involves a variety of administrative duties to support our operations, with a focus on maintaining accurate records and ensuring timely submission of reports and documents.

Responsibilities

Create weekly reports and manage reporting submittals and close-outs.

Update submittal logs weekly with details such as authority, job name and number, and relevant contractor information.

Scan and file Test Certificates and other important documents in the appropriate locations.

Perform daily filing functions, including filing permits and submittals by job.

Organize closed-out job files and ensure filing cabinets remain neat and organized.

Copy, scan, save, and file received permits accurately.

Complete and send Test Certificates and Hydraulic Plates daily, recording completions in the design log.

Prepare packages for UPS delivery, ensuring timely and accurate shipment of materials.

Communicate with designers and contractors to determine submittal format preferences and prepare materials for shipment.

Perform document revisions and resubmittals as needed, following established procedures.

Create and update Operations & Maintenance Manuals and track progress in the Close-Out Progress Report.

Prepare and organize binders for Blueprint Room functions.

Ensure proper operation of blueprint machines, including loading paper and replacing ink.

Handle heavy blueprints and equipment safely, requiring the ability to lift up to 50 lbs.

Travel to job sites as necessary, adhering to all safety guidelines.

Essential Skills

2+ years of administrative experience.

High school diploma or GED.

Excellent organizational skills and attention to detail.

Ability to work independently and as part of a team.

Strong written and verbal communication skills.

Ability to perform basic business mathematical functions.

Experience in construction or mechanical operations is advantageous.

Knowledge of fire sprinkler systems is a plus.

Ability to build positive working relationships with various stakeholders.

Demonstrates integrity, professionalism, and commitment to company values.

Additional Skills & Qualifications

Experience with contracts, managing records, and reviewing drawings.

Comfortable working in the construction industry.

Thick skin to handle diverse personalities and high-pressure situations.

Work Environment

This role is based in the office, working closely with a dynamic team. The department is fast-paced, with frequent interactions with various personalities and customer/vendor @types. It requires resilience and a proactive approach to problem-solving in a challenging but rewarding environment.

Pay and Benefits

The pay range for this position is $21.00 - $21.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Barberton,OH.

Application Deadline

This position is anticipated to close on Aug 5, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

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